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What is Extended Workforce Screening?
Extended Workforce Screening (EWS) is a program that gives companies a systematic way to ensure vendor adherence to established background screening policies and guidelines, while limiting the liability and exposure they may face concerning their extended workforce population.
How do I start the registration process and how long will it take?
You can immediately register your account by clicking on the Get Started link, which typically takes approximately 20 minutes to complete.
It takes approximately 4-5 business days to complete the account set up process. During this time you will be contacted by HireRight if additional information is required. Please respond as quickly as possible with the requested information so HireRight can complete the process as quickly as possible.
When will I be able to order from my new account?
All new customers undergo credentialing. After registering for your account, TrendSource, our third party contractor will contact you to schedule the onsite inspection. Please allow several business days for TrendSource to complete the onsite inspection report prior to sending it to HireRight for a final review. If you are already have an account with HireRight you may not be subjected to the onsite inspection again; HireRight will review your existing account to verify.
Your login information will be provided and established during registration. Once you have completed the credentialing process and HireRight has completed the configuration of the account, you will receive a notice on when it is ready for use.
What is credentialing, why is it required and what is the process?
Credentialing enables HireRight to confirm that its subscribers are valid legal entities and that they will comply with the Fair Credit Reporting Act (“FCRA”) in the U.S. and other applicable laws. For example, we need to verify that your business does not share office space with another entity, that reasonable security controls are in place, and that there is proper business signage. This helps HireRight verify the presence of an ongoing business with a permissible purpose for obtaining consumer background report information and adequate security to protect said information. All new customers undergo credentialing. TrendSource, our third party contractor will contact you to schedule the onsite inspection. Please allow several business days for TrendSource to complete the onsite inspection report prior to sending it to HireRight for a final review. Once the credentialing process is complete, you will be able to view your reports in HireRight. If you are already have an account with HireRight you may not be subjected to the onsite inspection again; HireRight will review your existing account to verify.
If I have an existing HireRight account already, do I need to create a new account?
Even if you already have an account with HireRight you WILL need to create a new account under this vendor program. Each vendor program has distinct account settings and packages that are specific to that program.
Is there a fee for credentialing?
Yes - there is a one time $299 fee to cover the cost of the on-site inspection.
Do all states and courthouses charge fees? How much do they charge?
About 1/3 of all counties have surcharges and the counties within each state vary (i.e. some will charge, some will not) however, almost every state imposes some sort of fee for a motor vehicle record check.
Fees can range from as little as $1 up to $55 (in the state of New York for example). If there is a surcharge, the average cost is about $5 per order.
What do I need to do to stay in compliance with the FCRA (Fair Credit Reporting Act)?
To remain compliant, an Employer has 3 primary responsibilities under the FCRA:
Obtain an authorization and consent from the applicant before requesting the background check. This will be done through HireRight’s online form if you use the Invite Applicant option to email your applicant the form to complete.
Offer a copy of the report to the applicant if the applicant resides in CA, MN, or OK. As part of your contract, HireRight will fulfill this.
If you are not hiring the applicant based on derogatory information in their background check and you are going to take "Adverse Action" (meaning you are not going to hire the person because of it), you are required to send a series of notifications/letters called Pre-Adverse/Adverse Letters.
Do I still have to be compliant with the FCRA if I'm not ordering a credit report on the applicant's background check?
Yes - the FCRA legislation covers all aspects of a background check, including but not limited to criminal checks, MVR's, reference checks, education and employment verifications, drug tests. It is not limited to the credit report.
Where do I get Pre-Adverse/Adverse Action Letters?
Your HireRight account has access to all of the Pre-Adverse/Adverse Letters and information required for you to maintain compliance with the FCRA. From the individual applicants report, you can select the Letters' option and print and mail or e-mail the applicant directly from the individual report. All of the tools for you to maintain compliance are delivered in the HireRight application.
Does HireRight have training available?
Yes. HireRight has many training options available to you. When you register your account, you will be sent a HireRight user guide. This is also available from the left menu Training section of your HireRight account. You have access to online training, live weekly sessions and documentation all from this Training section of your account. You can register for one of our Getting Started With HireRight Instructor-Led Training Sessions here: Instructor-Led Training Sessions | HireRight
Who will be responsible for payment of background checks?
As the vendor, invoices will be sent to your company directly and you will be responsible for payment. You may work with HireRight regarding how you would like to remit payment.
Are there charges that will be incurred in addition to the package charges listed?
There are situations where the price indicated may incur additional charges: Surcharges may apply for some courts, schools and or employers.
Is HireRight compliant in Canada?
Yes. HireRight’s processes are designed to ensure that we maintain compliance with all applicable federal, state, provincial, local and global laws that are applicable to HireRight as a screening provider. As an example, in Canada, HireRight complies with PIPEDA, and HireRight’s Toronto office is a Consumer Reporting Agency that is registered under the Ontario Consumer Reporting Act. In the US, HireRight complies with the federal Fair Credit Reporting Act (FCRA) and the applicable state consumer reporting laws. HireRight monitors developments, proposed legislation and actual changes to these laws on an ongoing basis, and we evaluate and update our products, services and procedures as needed in order to facilitate our compliance with those laws.
How are Canada Criminal Records processed?
In Canada, Criminal Records are stored on the Canadian Police Information Center (CPIC) database, which is a centralized database maintained by the Royal Canadian Mounted Police (RCMP). The CPIC is a national database that is used by law enforcement agencies across Canada. Given its national reach, the HireRight Canada Criminal Check helps identify candidates whose background may warrant further investigation.
Can my applicant complete the forms on their own?
Yes, you can choose the option to email or text the applicant information to log on and complete the background forms. They will be provided with a secure login and password to create their account in the HireRight Applicant Center.
How does your solution comply with industry best practices for obtaining background check information in international searches?
HireRight offers country-specific products that meet compliance requirements in addition to keeping within standards of data privacy. Additionally, it is best practice to offer a solution to candidates that is available in their own language, which is why our candidate user interface, HireRight’s Applicant Center solution, client emails, and all consent forms are available in 22 languages: English, Arabic, Bahasa Indonesian, Canadian French, simplified and traditional Chinese, Czech, Dutch, French, German, Hungarian, Italian, Japanese, Korean, Polish, Portuguese, Russian, Slovak, Spanish, Swedish, Thai and Turkish.
HireRight is familiar with the various data privacy laws across the globe, and our products and processes are developed to maintain compliance.
Who do I contact if I have issues or questions related to my account?
Please submit a support ticket here
Or contact our EWS Vendor Support line at (888) 417-5042
Who should I contact regarding billing questions?
You can contact the HireRight Finance Department at (877) 437-4469. Press option 2 for questions about a specific invoice or send an e-mail to billing@hireright.com.